The Village Clerk/Treasurer of the Village of Greenwood Lake
shall hereby be designated as the records access officer and shall
have the duty of coordinating the municipality's response and
that of its agencies to public requests for access to records and
shall be responsible for assuring that:
A. An up-to-date subject matter list is maintained.
B. Assistance be given to the requester in the identification of records,
if necessary.
C. Upon locating the records he takes one of the following actions:
(1) He makes records promptly available for inspection.
(2) He denies access to the records in whole or in part and explains
in writing the reasons therefor.
D. Upon request for copies of records:
(1) He makes a copy available upon payment of $0.25 per page or, if any
document exceeds 8 1/2 inches by 14 inches, he ascertains the
cost for commercial copy to be prepared and, upon payment of said
cost, he has said copy requested prepared; or he permits the requester
to copy the records at no charge. If the requester does not provide
sufficient information to locate particular data requested and an
extensive search of the files is required, an additional fee of $2.50
per file searched beyond the initial file checked will be charged.
(2) The minutes of the Village Board for the 12 months preceding the
request will be searched at no charge. However, the minutes of each
prior twelve-month period or part thereof shall be considered as one
file. There will be no charge if the requester personally searches
the minutes.
E. Upon request, he certifies that a transcript is a true copy of records
copied, said certifications to be made at no charge.
F. Upon failure to locate records, he certifies that:
(1) The agency is not the legal custodian for such records.
(2) The records of which the agency is a legal custodian cannot be found.
All requests for public records shall be made to and be available
from the office of the Village Clerk/Treasurer of Greenwood Lake,
New York, at the Village office on Waterstone Road or at any subsequent
location of said office that it shall be officially relocated to.
Requests for public access to records shall be accepted and produced during all hours that the Village Clerk's office is open for business. Requests made immediately prior to the daily closing of said office, that cannot be complied with within the regular working day remaining shall be accepted and complied with at the next following regular workday or as hereinafter covered in §
23-4.
The following records are available for public inspection and
copying:
A. Final opinions and determinations made by the Village Board, Planning
Board and Board of Appeals, including concurring and dissenting opinions,
as well as orders made in the adjudication of cases.
B. Those statements of policy and interpretations which have been adopted
by the agency and any documents, memoranda, data or other materials
constituting statistical or factual tabulations which led to the formulation
thereof.
C. Minutes and tapes of meetings of the governing body, if any, of the
agency and of public hearings held by the agency.
D. Internal or external audits and statistical or factual tabulations
made by or for the agency.
E. Administrative staff manuals and instructions to staff that affect
members of the public.
F. Police blotters and booking records.
G. Audit reports, budgets, census reports, civil defense reports, debt
statements, annual financial reports, election records, bank statements,
bond registers, federal and state aid records, tax collection records,
purchasing records, bids, insurance policies and contracts.
H. An itemized record setting forth the name, address, title and salary
of every officer or employee of an agency, except officers and employees
of the state law enforcement agencies, shall be compiled by the fiscal
officer charged with the duty of preparing payrolls for such officers,
and such records shall be made available for inspection by the officer
charged with the duty of certifying such payrolls to bona fide members
of the news media upon written notice. In the case of the state police
and other law enforcement agencies, the records shall list the official's
or employees' title and said salary only, without identifying
individual employees. Said written notice shall be made upon a form
to be prescribed by the Comptroller of the state and shall be reasonable
and specify what records are to be requested with particularity. The
records may be inspected under the supervision of the fiscal officer's
office and only in the particular fiscal officer's office during
regular working hours and regular working days or at such other place
as may be convenient to the particular fiscal officer.
I. Final determinations and dissenting opinions of members of the governing
body, if any, of the agency.
J. Any other files, records, papers or documents required by any other
provision of law to be made available for public inspection or copying.
Nothing in these rules and regulations shall be construed to
limit or abridge any existing right of access at law or in equity
of any party to public records kept by an agency or municipality.